1. Who this notice is for
This draft describes the proposed approach to personal information for MilaHR’s website and HR service. It applies to website visitors, account contacts and people whose information is held in a customer’s workspace. The legal operator’s name, registered address and privacy contact must be confirmed before this notice takes effect.
An employer or other customer normally decides the purpose and use of the employee information it puts into MilaHR. For that information, the customer is usually the controller and MilaHR acts as a processor under its instructions. MilaHR acts as a controller for its own account administration, billing and direct enquiries. The actual processing arrangement determines these roles.
2. Information involved
Account information may include a name, work email address, company details, account permissions, subscription records and correspondence. Technical records needed to deliver a website or service may include an IP address, browser information and access logs; the production hosting and logging configuration must be recorded in the final notice.
Workspace information depends on the employer’s use of MilaHR. It may include employment records, reporting relationships, attendance, leave, onboarding documents, recruitment information, pay records, reviews and exit records. An employer must identify a lawful basis and, where required, a separate condition before adding sensitive information such as health data. Do not include more personal information than the purpose requires.
3. Purposes and lawful bases
The proposed purposes for direct account data are administering the customer relationship, providing support, managing subscriptions, keeping the service secure and meeting legal obligations. Contract necessity applies where the individual is a party to the contract; legitimate interests may support business contact administration and proportionate security activity. Relevant legal duties may require accounting or disclosure records.
Optional marketing would require an appropriate lawful basis and any consent required by local electronic marketing rules. It must offer a way to stop receiving it. No marketing subscription is included in this website implementation. Employee processing follows the employer’s documented purposes and instructions, not a blanket consent obtained through this notice.
4. This website and contact enquiries
The product examples contain illustrative records. The leave preview does not send data or update an employee record. This implementation contains no advertising trackers or analytics integration.
The contact page prepares a draft in your email application when a contact address is configured. The site does not send or store the contents of that form. If you send the email, your email provider and the receiving mailbox handle it. Do not send personnel files, banking information or verification codes through a general enquiry.
Any production cookies, analytics, hosting logs or new form processing must be assessed and described before being enabled. Where optional technologies require consent, they should remain off until that consent is given.
6. Where information is processed
Hosting locations and cross-border transfers have not yet been confirmed for this service. Language and timezone settings do not determine data residency.
Where a transfer is restricted by applicable law, the operator must establish the appropriate transfer mechanism, assess the circumstances and provide the required safeguards. Enterprise residency arrangements must be expressly documented in the customer contract; the website does not promise a particular hosting country.
7. Retention and deletion
Employee record retention is governed by the customer’s instructions and applicable employment, payroll, tax and limitation requirements. Ending employment does not necessarily require immediate deletion of every record.
Direct account and enquiry records should be kept only for as long as needed for their purpose, including relevant legal obligations and disputes. The final retention schedule must specify periods or clear criteria for account, billing, support, security-log and backup records.
At the end of service, customer data should be returned or deleted as instructed under the data-processing agreement, subject to lawful retention. Export arrangements, backup expiry and deletion timeframes require confirmation in that agreement.
8. Protecting information
The service agreement must describe the technical and organisational measures appropriate to the data and risks, including authorised access, confidentiality and incident handling. Independent workspaces help organise access but are not a substitute for a complete security programme.
Do not share sign-in codes. Customers are responsible for assigning appropriate roles and reviewing access when someone changes role or leaves. Specific certifications, encryption implementations, recovery objectives and incident-response commitments should be relied on only when verified in the service documentation or contract.
9. Your choices and rights
Depending on the law that applies, you may have rights to access, correct, erase or restrict personal information, object to certain uses, receive portable data and withdraw consent. These rights have conditions and exceptions; withdrawing consent does not undo processing that was lawful before withdrawal.
For employee records, contact your employer’s HR or privacy team first. MilaHR should assist the controller under the processing agreement rather than independently changing employment records. For MilaHR’s own account or enquiry data, use the privacy contact on the contact page once published. Identity checks should be proportionate to the request.
You may complain to the relevant data-protection authority. Where UK law applies, this is the Information Commissioner’s Office at ico.org.uk. Other jurisdictions have their own regulators and procedures.
10. Employment decisions and updates
This website does not make hiring, pay or performance decisions. Employers remain responsible for decisions they make using HR information and for explaining any automated decision-making they introduce, including the safeguards required by applicable law.
The final notice will carry an effective date and identify material changes. This version remains a draft until the operator, contact details and actual processing arrangements are confirmed.